Video: Placing Buzzword files in InCopy

Sometimes you are not responsible yourself for writing the copy; you are supposed to be importing it from the files that other people give you. So let's see how that will work with this cool new service that Adobe offers for free called acrobat.com, specifically the word processing software that's included with it called Buzzword. I'm looking at our Joshua Tree article and you can see the main story has not been imported yet. We do have the frames that the designer created for us and all the frames are threaded together, but somebody else has written a story.

In Collaborative Workflows with InDesign and InCopy Anne-Marie Concepción shows how Adobe InCopy and InDesign work together, helping editors and designers collaborate on publications, and save time and money, with no additional hardware, software, or expensive publication management systems. This course shows how to set up for the workflow, how to address cross-platform Mac and Windows issues when working in a mixed environment, how to work with remote writers and designers, and how to integrate with Microsoft Word. Exercise files are included with the course.

Placing Buzzword files in InCopy

Sometimes you are not responsible yourself for writing the copy; you aresupposed to be importing it from the files that other people give you.So let's see how that will work with this cool new service that Adobe offers forfree called acrobat.com, specifically the word processing software that'sincluded with it called Buzzword.I'm looking at our Joshua Tree article and you can see the main story has notbeen imported yet. We do have the frames that the designer created for us andall the frames are threaded together, but somebody else has written a story.

Now of course, they could have written in Microsoft Word and then we just go toFile > Place, and place the Word file, but in this scenario, we might have acouple authors who are collaborating on this and they decided to useacrobat.com's Buzzword program to do the collaboration.Let's take a look at the Buzzword interface.I'm switching over to my browser, Firefox, where I've already logged in to acrobat.com.You can make a free account in acrobat .com. Just all you need is an e-mailaddress and a password and acrobat.com is actually a collection of differentservices that's offered through the cloud, as they call it. You know that'soffered by Adobe on Adobe servers, and you can convert documents to PDF and youcan hold online meetings with web sharing.

Some of these things are also tied into the programs themselves, such as ShareMy Screen, which I talked about in InDesign InCopy Workflows CS4 and I haveanother video on it at this time as well.What they added in CS5 is they've also brought in the Buzzword functionalityinto InCopy and InDesign. So Buzzword is a word processing program as I saidand what we're looking at here is sort of like my Explorer or my Finder for allmy Buzzword documents.I've applied tags to a whole bunch of documents and as you can see, I'm sort of,I'm actually using it in the real world for real documents and these are theactual individual documents. So the idea here is let's say that we have a wholebunch of writers in the field who are submitting articles via Buzzword.

So somebody wrote a story about Muir Woods and somebody wrote a story about Joshua Tree.Let's click on it to see what it looks like in Buzzword.Up here is the interface for choosing and applying different kinds of formattingto your Buzzword document, which we're not going to cover in this video.Here is the actual text.At the bottom is a list of all the people who are working on this document, whoare collaborating on the document.It's actually a pretty cool program. I mean it does automatic saves and here isa History panel showing you who changed what and when. You can add comments. It's really cool.

Anyway, so this is your buzzword document and what we want to do is we're goingto place the buzzword document into our checked out story. So I'm going to closethis and we're back in InCopy, so I'm going to go to File and instead ofchoosing the regular Place command, I'm going to choose Place in Buzzword.Now the first time that you do this, it's going to ask you to login with youracrobat.com username and password.The same thing as if you chose Share My Screen. The very first thing it's goingto do is ask you login.

Now you can go ahead and login from there, but I want to also show you thatthere's another panel that's new in InCopy called CS Live.If you go to Extensions, Access CS Live, you can actually go ahead and loginthis way or gets you a Place from Buzzword or Share My Screen from here.I'm going to close this up and we'll just go right back to File > Place from Buzzword.Now, I've checked out the story as you can see with the pencil icon and mycursor is blinking inside the frame, and that's kind of important, becausewhen you place from Buzzword, you have the opportunity to replace wherever itsays Replace selection, which means place this story, flow this story,wherever your cursor is blinking.

So you want to make sure to put your cursor in the correct frame first beforeyou bring in the Buzzword story.File > Place from Buzzword. So I've already logged in, so it immediately goes tomy account and it lists all of the different Buzzword documents that I've saved.I don't know how it decides in what order it is.It's obviously not in date order or alphabetical order.It's a version 1.0 of this feature, let's put it that way.But at least the Joshua Tree feature is right upfront, so I'm going to selectthat and I've turned on Show Import Options, and you always want to make surethat Replace Selected Item is enabled. I found that if it's not enabled and youjust get a loaded cursor, InCopy doesn't know what to do with it.

It won't let you click inside of a text frame.So make sure that it's turned on.The import option is up to you, if you want to turn it on or off.They are similar to the Microsoft Word options, here you'll see. I'll click OK.It downloads the file and then we get Buzzword Import Options and asking, do wewant to preserve the styles and formatting or remove them?Now there are no styles in Buzzword. You can't make paragraph or characterstyles, but there is formatting, so you could choose whether or not you're goingto retain the formatting.Here I'm going to say remove the styles and formatting, but Preserve LocalOverrides, and then I'll just click OK, and it immediately pours it into the story.

Let's zoom in a bit with Command+Plus or Ctrl +Plus, so there is a beginning part that I added.That obviously we don't want this to be there, because that's not part of thestory, so I'll delete that.And then you can go ahead and apply your own paragraph styles.Now it's remembering I guess with the last story that wasn't here was sidebarindent, so I'm going to Select All and make it all body, which is the mostcommon format, and then I'll select the very first one and say I want this one to be intro.You can continue applying formatting to entire article,just as though you had placed the story from a Microsoft Word document.

There is one more thing here. Subhead, that's the one I wanted to.It's just another way to work. I mean,a lot of people are moving all of their computer work to the Internet.People are using photo editing programs, word processing programs,spreadsheet programs on the Internet, and then they are downloading it totheir local computer.That's called software as a service and Adobe is part of that trend, so you'llsee more and more of this happening.And it's also kind of cool that it's a free service that you can get yourself orother writers to collaborate on the document and then be able to bring that intoyour InDesign or InCopy documents as you need them.

There are currently no FAQs about Collaborative Workflows with InDesign and InCopy.

Learn by watching, listening, and doing, Exercise files are the same files the author uses in the course, so you can download them and follow along Premium memberships include access to all exercise files in the library.

Already a member ?

Learn by watching, listening, and doing! Exercise files are the same files the author uses in the course, so you can download them and follow along. Exercise files are available with all Premium memberships.
Learn more

Upgrade to our Annual Premium Membership today and get even more value from your lynda.com subscription:

“In a way, I feel like you are rooting for me. Like you are really invested in my experience, and want me to get as much out of these courses as possible this is the best place to start on your journey to learning new material.”— Nadine H.

Thanks for signing up.

We’ll send you a confirmation email shortly.

Sign up and receive emails about lynda.com and our online training library:

new course releases

newsletter

general communications

special notices

Here’s our privacy policy with more details about how we handle your information.

Keep up with news, tips, and latest courses with emails from lynda.com.

Sign up and receive emails about lynda.com and our online training library:

new course releases

newsletter

general communications

special notices

Here’s our privacy policy with more details about how we handle your information.